Frequently Asked Questions :: How Agencies help Nannies and Families
How Nanny Placement Agencies Help Families
A placement agency is a business that matches the skills of in-home child care providers with the unique needs of client families. Agencies serve both families and nannies. There are generally two types of agencies: agencies that specialize only in child care placements, and agencies that offer child care and other domestic services, such as housekeeping, eldercar, etc. Most agencies can help find live-in and live-out caregivers and may also be able to refer temporary or part-time nannies for occasions when a baby sitter or new born care specialist is needed. Parents may also need a nanny to care for a sick child or provide overnight care.
Agencies recruit and screen applicants to interview and hire. They are available to assist the family with defining the expectations of the caregiver and preparing a job description that outlines the caregiver’s duties and compensation. They can also offer advice and support during the first days or weeks that the caregiver is on the job.
How Agencies Help Nannies
Nannies often turn to agencies for help with finding a child care job. Agencies are frequently working with several families. An agency can help the caregiver identify the position that best suits his/her qualifications, skills, salary requirements and preferred location. Agencies may sponsor nanny groups or hotlines to help nannies meet other industry professionals in their area. Nanny groups can provide social contact and moral support.
As a general rule, agencies do not charge the nanny for placement assistance.
AGENCY INFORMATION
Selecting an Agency: Questions to Consider Asking
Selecting an agency is a personal decision. Families and nannies both entrust an agency with confidential information in exchange for the promise of help with finding a suitable employee or employer. Families may also have a financial investment in making the right decision. Be sure to go beyond the information in this directory to ensure you make an informed decision. Here are some questions to consider asking during your search for an agency.
- What is your track record regarding successful placements?
- What are your minimum requirements for nanny applicants?
- How do you screen applicants (number of references checked, type of background checks performed, personal or telephone interview)?
- What kind of support do you provide after the placement process is completed?
- What is your policy if the match is unsuccessful?
Helpful information can be found in INA’s publication, A Nanny for Your Family.
RECOMMENDED PRACTICES FOR NANNY PLACEMENT AGENCIES
INA recommends placement agencies:
Disclose the method of interviewing candidates referred for in-home child care placement.
INA recommends that candidates be interviewed in person. When personal interviews are not possible, the prospective employer should be advised which interview method was used (by telephone or by an agent acting on behalf of the agency).
Check candidate’s personal and employment references.
INA recommends that the family be provided with information on a candidate’s employment history. At a minimum, two references should be checked by telephone. The agency should disclose all information about the candidate verified through personal and employment references, as allowed by law. Families should be provided with information and encouraged to check references for themselves
.
Provide information on the candidate’s job qualifications to the prospective employer.
At minimum, INA recommends that agencies accurately disclose to the prospective employer information obtained through a candidate’s references and background screening. Agencies should also disclose the methodology used to obtain the information, as allowed by law.
Prepare a written agreement with each client family, which specifies the agency’s fees, refund/replacement policies and services to be provided by the agency.
INA recommends that there be a written agreement between the agency and the prospective employer to facilitate an understanding of the obligations and expectations of both parties. Both the agency and the prospective employer should keep a copy on file.
Make adjustments/refunds promptly and in accordance with the written policies of the agency.
INA recommends that any replacement and/or refund policies be clearly outlined in the written agreement or contract made between the family and the prospective employer. Time frames and any other conditions regarding replacements or refunds, such as limits on the number of replacements or amounts that will be refunded, should also be included.
RECOMMENDED PRACTICES FOR RELATIONSHIPS WITH NANNIES
INA recommends placement agencies:
Respect and regard nannies as clients.
INA recommends that agencies regard nannies with the same respect as client families by considering each nanny’s preferences and qualifications when making referrals to prospective employers. INA also recommends that agencies accurately and truthfully describe job duties and responsibilities, working conditions, hours, salary and benefits for in-home child care employment opportunities.
When a nanny asks an agency about positions available, INA recommends that only currently available jobs be described.
The description of job duties, hours, salary and benefits of a potential position should be based on information available to the agency for a current, bona fide opening.
Help the nanny develop a written work agreement that accurately describes the conditions of employment arranged with the family.
INA recommends that agencies ensure that all terms of employment agreed to by families and nannies be summarized in the form of a written work agreement. At minimum, INA recommends that a work agreement include: job duties; hours and days of duty; salary amount; when and how paid, and compensation for overtime worked; employer’s legally required tax obligations; fringe benefits such as health insurance, holiday and vacation policies, sick leave if offered; probationary period; frequency of work agreement review; terms of notice of termination and grounds for dismissal.
Provide a written explanation to nanny candidates regarding applicable fees and/or agency services to employment applicants prior to rendering services.
INA recommends agencies inform nanny candidates in writing of the agency’s obligations to the nanny prior to and after placement. Such an explanation of services should include fees, if any, to be paid by the applicant, the agency’s responsibility to the nanny in the event a placement is unsuccessful and the agency’s policies regarding payment for travel costs for interviews or relocation to accept a position.
Make family information available to nanny candidates.
INA recommends that agencies provide nanny candidates with descriptive information on prospective families and the positions that they are offering. In addition to details pertaining to the available position, such information might include the parents’ childrearing philosophy, and a profile of the family including their special interests and specific needs. Family references may also be provided to the nanny candidate.
RECOMMENEDED GENERAL PRACTICES
INA recommends placement agencies:
Respect the work agreements in force between families and nannies.
INA recommends that nanny applicants not be solicited for other positions while they are still in the employ of a family, unless the nanny requests assistance with finding a new position.
Respect the proprietary promotional or company-sensitive materials of other agencies.
INA recommends that agencies independently develop all materials related to the operation of their business. If others’ forms, brochures, training manuals or other printed materials are used, permission should always be obtained in writing and the source of materials acknowledged.
Abide by all pertinent laws and regulations.
INA recommends that agencies be knowledgeable about and comply with all applicable laws and regulations affecting placement operations in their jurisdictions, including but not limited to licensing requirements, immigration laws, and wage and labor requirements. INA urges nanny placement agency owners to check with their state Attorney General, Department of Labor, Secretary of State or the regulatory body that oversees business licensing in the location where the agency will do business to find out what licensing, if any, is required. INA recommends placement agencies carry professional insurance if obtainable.
INA’S COMMITMENT TO PROFESSIONAL EXCELLENCE
+ Respect the contributions of individuals and organizations involved in
professional in-home child care.
+ Maintain high standards of professional conduct.
+ Respect and support families in their task of nurturing children.
+ Promote the physical, emotional, intellectual and social development of
children.
+ Support the lifelong process of personal growth and professional
development.
RECOMMENDED PRACTICES FOR BACKGROUND SCREENING
INA recommends placement agencies:
- Verify and authenticate a nanny candidate’s identity to ensure that the candidate is using real and accurate information about his or her own identity.
- Verify employment and educational history and applicable credentials and licenses.
- Perform state and county criminal record searches for every jurisdiction where the candidate has worked and lived, using any and all names the candidate has used, for at least the past seven years, depending upon applicable state laws.
- Perform a sex offender registry search for all 50 states, D.C., Puerto Rico and Guam.
- Review the candidate’s driving record.
- Comply with the Fair Credit Reporting Act (FCRA) and all other applicable local, state and federal laws.
- Perform periodic updating of background screenings for all placed nannies and nannies who provide temporary services.
In addition to these screenings, agencies may wish to consider obtaining a credit report as well as conducting a civil records search to expose lawsuits, liens and judgments.
The International Nanny Association recommends these practices, but has no authority to require a member to adhere to them. INA does not represent that the Association has the authority to discipline a member for a violation of the letter or spirit of what is recommended. Consequently, INA assumes no responsibility or liability for the action of any member of the Association.